When preparing to submit academic records for credential evaluation, one of the most common points of confusion is the distinction between original and official documents. Although these terms may seem interchangeable in everyday language, they carry very specific meanings in the context of academic evaluations and international documentation.
Submitting the wrong type of document can result in delays, rejections, or the need for costly resubmissions. Therefore, understanding the difference between original and official documents is crucial to ensuring a smooth and successful evaluation process.
In this detailed blog, we’ll break down what each term means, how they differ, and how they are used in academic credential assessments.
What Are Original Documents?
Original documents refer to the physical copies of your academic credentials that were issued directly to you by your educational institution. These include items like:
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Degree certificates
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Graduation diplomas
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Academic transcripts
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Mark sheets
These are typically presented to students upon graduation or completion of a program. They often carry original stamps, embossed seals, official letterheads, signatures, or watermarks—features that indicate they are authentic and untampered.
Key features of original documents:
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Issued to the student (not necessarily to a third party)
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May be handwritten or printed
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Can include stamps or signatures
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Meant for the student’s personal record or use
When original documents are used:
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You may need to present them for personal reference during in-person appointments
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Some agencies may request a scan or copy of the original for comparison
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They are typically not accepted alone for formal evaluations unless they’re verified or submitted in an acceptable format
It’s important to understand that possessing an original does not always guarantee that it is considered official in the context of evaluation.
What Are Official Documents?
Official documents, on the other hand, are academic records that are issued and sent directly by the educational institution—or an authorized body such as an examination board—to the evaluating organization. These documents are sealed, stamped, and often sent via mail, courier, or secure electronic transmission, ensuring the integrity and authenticity of the content.
Key features of official documents:
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Sent directly from the source institution to the evaluator
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Sealed and signed/stamped by the registrar, controller of examinations, or designated official
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Sometimes submitted electronically through secure university channels
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Typically unopened and unaltered by the student
When official documents are required:
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For almost all formal credential evaluations, especially for immigration, licensing, or academic admissions
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When there’s a need to verify authenticity and prevent tampering or forgery
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As part of legal or regulated processes, where documentation standards are stringent
Even if a student has the original transcript, most credential evaluation agencies will not accept it unless it is sent officially from the university or comes in a sealed and signed envelope, as specified in their submission guidelines.
Examples to Illustrate the Difference
Scenario 1:
You received your bachelor’s degree transcript and degree certificate during your graduation ceremony. These are your original documents.
However, if a credential evaluation body asks for your transcripts, they may require them to be official, which means your university must mail them directly to the evaluator in a sealed envelope, even though you already have the originals.
Scenario 2:
You scanned your original transcript and uploaded it to an online portal. This may be helpful for preview purposes, but unless the institution confirms the credentials through official channels, they will not be accepted as official.
Why This Distinction Matters
Credential evaluation services place a high priority on the authenticity and integrity of documents. Accepting only official documents helps prevent:
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Forgery or manipulation of grades
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Submissions from unauthorized institutions
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Misrepresentation of academic achievements
By insisting on direct submissions from the issuing authority, these services ensure that the evaluations are fair, consistent, and based on verified information.
What to Do if Your Institution Is Closed or Cannot Send Documents
In some cases, your institution may have closed or is unable to send records. Some evaluation agencies provide alternate procedures such as:
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Accepting documents from government education departments
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Allowing notarized copies with secondary verification
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Providing waiver forms for exceptional situations
However, such exceptions must be confirmed directly with the evaluation body, and you must follow their protocols carefully.
Final Thoughts
The difference between original and official documents may seem minor, but it plays a major role in the success of your credential evaluation process. Submitting an original document does not fulfill the requirement unless it meets the standards of being official—typically sealed, verified, and sent directly from the issuing authority.
When preparing your application:
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Always check the specific documentation requirements
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Do not assume that your original is sufficient—verify whether it needs to be sent officially
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Reach out to your academic institution early, as gathering and sending official records can take time
By understanding and adhering to these documentation standards, you not only protect the integrity of your academic achievements but also ensure a smoother, faster, and more reliable evaluation process that supports your future goals abroad.
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